PREPARED BY: J. KELLY SESSIONS DATE OF MEETING: 03/05/18
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO ADOPTING A PURCHASING POLICY AND ESTABLISHING PROCEDURES TO PROCURE SERVICES AND SUPPLIES
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Council Priority Workplan Compliance Statement:
General Fund Reserves Protection/Fund Balance (City Council, City Manager) and Increase Financial Transparency (Finance) are adopted policy items under the adopted FY 2018-21 City Council Priority Workplan, effective November 1, 2017.
CEQA Compliance Statement
This is not a project as defined by CEQA.
BACKGROUND
Since August 2012, the City has been operating under draft administrative purchasing guidelines, entitled “Purchasing Standard Operating Procedures,” for the procurement of goods and services. This document incorporates the Purchasing Ordinance (SPMC Chapter 3.16) and clarifies purchasing policies with detailed procedures regarding how to implement the Ordinance.
As draft administrative guidelines, the 2012 document never received formal City Council review. However, staff recently reviewed and updated the draft document and for purposes of transparency and because of the importance of procedures pertaining to implementation of the Purchasing Ordinance, the updated guidelines were presented on February 27, 2018 to the Budget, Fiscal and Legislative Standing Committee for their review. The Committee approved the changes and recommended forwarding the guidelines to City Council for consideration with the following changes:
• Add a definition for “on-call contract”
• Clarify business license and insurance coverage requirements for Community Services Instructors and Service Providers
• Reference local hire policies specifically for Community Services Instructors and Service Providers
For reference, the attached purchasing guidelines, which have been updated with the above changes, contain two types of markings: red font showing minor procedural changes, and yellow highlights showing more significant policy or procedural changes.
It is anticipated that these purchasing guidelines are a “living” administrative document that may be updated by staff to promote efficiencies, reflect possible changes in City organization and job duties, and to ensure compliance with the Purchasing Ordinance and State law without further Council approval. Any such updates proposed by the Purchasing Officer/Administrative Services Director will require approval by the City Attorney and City Manager. All updates must comply with the Council-approved Purchasing Ordinance in the San Pablo Municipal Code and State law.
FISCAL IMPACT
There is no direct fiscal impact for adopting these policies. However, following these policies should result in fair and competitive access to City business and should help the City to attain quality goods and services at best available prices.
Attachment: 2018 Purchasing Policy and Procedures